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Evergreen Data Preparation

Data Mapping

Unless you are automating a library for the first time, you will have data from an existing system that will need to be moved to the new Evergreen installation. Managing the data preparation process is key to a successful migration. Data "mapping", often used interchangably with data prep, is ensuring that the data fields between the two systems match up properly. In Evergreen you will use staging tables to data map.

The best way to data map is to have a demonstration site. This will allow the migration team to practice migrating, to set rules/polices, create workflows, and generally learn the system.

Data Clean Up

Not everyone enters data the same way and over time the standards and policies of how to input data change. Migrating to a new system is an opportunity to clean up data and start fresh. The more consistent it is the more smoothly it will migrate. In addition with a vendor you should weed both the collection and patron records. Vendors charge by the record, so why pay for things you don't need?

Best Practices for Data Preparation

Consider granting fine amnesty when migrating. Sometimes it is very difficult to transfer fine data into a new ILS so an amnesty will make the process simpler.

Clean up data in advance.

Weeding - as part of your data clean up you should consider doing a weeding process on both materials and patron records.

Consistency is key. If multiple people are working on the data make sure they are working based on the same standards.

This Slideshare presentation from 2010 discusses data loading and cleanup in Evergreen. It includes information about the entire data migration process, from extracting data from old systems, to mapping and loading data into new systems, to cleaning up data along the way, and finally to keeping auditors happy.